UNDERSTANDING FAMIS Division of Financial Systems & Business Operations 1 Finance Service Center August 2010

2 AGENDA What is FAMIS? Access Types & Procedures, User ID Request Form Signing onto FAMIS/Password Resets Important Broadcast Messages Purchasing Thresholds  Contracted and Non-Contracted Professional Services  Contracted Commodities & Internal Services  Non-Contracted Commodities Types of Contracted Purchase Orders  E-Catalog  Non-List  Professional Services  Listing Applications Types of Non-Contracted Purchase Orders  Commodities  Micro Purchase/No Bids  Simplified Procurement/3 Proposals  Sole Vendor  Competitive Grant  Services  Micro Purchase/No Bids  Simplified Procurement/3 Proposals  Negotiated Services/Exception to Bid  Competitive Grant ARRA/CDBG Contracts Searching E-Catalog  By All Commodities  By Specific Commodity Non-Contracted 3 Proposal Purchase Order Walkthrough Inquiry Functions  Vendor Inquiry  Open Document Inquiry  Spending Plan Inquiry  Document Inquiry Document Status Approval Mailbox & Approval Tracking Stop Payment Certification of Delivery Change Notice  Editing an Item  Deleting Item/Adding item Finance Service Center Contact Information Questions? PRACTICE SESSION

3 What is FAMIS? F inancial A ccounting M anagement I nformation S ystem (FAMIS), is the NYC Department of Education’s automated financial system designed to link all financial accounting transactions, from budget to procurement and payment of final invoices. FAMIS Portal Link:

4 Who has access to FAMIS? How can you get access to FAMIS In a school, there are two people who should have access to the FAMIS Purchasing System. The initiator (Level 100) who creates purchase orders, and the approver (Level 200) who grants approval to process these purchase orders. Initiators are usually purchasing secretaries, pupil accounting secretaries, school business managers, etc. Approvers are usually assistant principals, principals or anyone the principal designates approval authority to. Schools have to fill out a FAMIS Access Request Form that needs to be signed by their principal and then sent to their CFN IT Representative to grant them access to the FAMIS Portal. This form can be obtained from the Finance Service Center or the link below. Electronic FAMIS Request Form: D914663E1921/0/FAMISNewUserIDReq.pdf

5 FAMIS Access Request Form

6 Signing on to FAMIS/Password Reset

7 Broadcast Messages

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Purchasing Guidelines & Thresholds ~ Contracted & Non-Contracted Professional Services ~ PROFESSIONAL SERVICES – Contracted Services ThresholdsProcurement ActionProcessTimeline $0 - $25, Contracted Purchase Order in FAMIS School enters PO in FAMIS. Principal approves PO. No further approval necessary. N/A >$25, School enters PO in FAMIS. Review and approval by CFN. MTAC Required for Vendors with MTAC Contracts. Up to 5 days PROFESSIONAL SERVICES – Non-Contracted Services ThresholdsProcurement ActionProcessTimeline $0 - $5, Micro Purchase/No Bid PO School enters Micro Purchase/No Bid purchase order in FAMIS. Principal approval is required. N/A $5, $25, Simplified Procurement/3- Proposals School must solicit and document three (3) written proposals, then enter Simplified Procurement/3 Proposal PO. Principal approval is required. N/A $25, $100, Negotiated Services/Exception to Bid Principal or CFN must send a request to Division of Contracts & Purchasing (DCP). The Division of Contracts & Purchasing (DCP) will initiate the contract process. At least 12 months 11

Purchasing Guidelines & Thresholds ~ Contracted Commodities & Internal Services ~ PROFESSIONAL SERVICES – Internal DOE Professional Service Providers Thresholds Procurement Action ProcessTimeline $ No Limit Purchase Order in FAMIS School allocates money to 0998 object code in Galaxy, then requests service in FAMIS E-Catalog. Service Provider approves services request via FAMIS. No further approval is necessary. None (but can vary based on provider response time) COMMODITIES – Contracted Items, Non-List, and Listing Applications Thresholds Procurement Action ProcessTimeline $0 - $100, Purchase Order in FAMIS School enters PO in FAMIS. No further approval necessaryN/A >$100,000.01School enters PO in FAMIS. Review and approval by CFN.Up to 5 days 12

Purchasing Guidelines & Thresholds ~ Non-Contracted Commodities ~ COMMODITIES – Non-Contracted Items Thresholds Procurement Action ProcessTimeline $0 - $ Micro Purchase/No Bid PO If not an active vendor with the DOE, vendor must register with the DOE and receive a vendor number. School enters No Bid PO in FAMIS. No further approval necessary. N/A $ $5, Simplified Procurement/3 Bid PO School gets telephone quotes from three (3) vendors, then enter PO in FAMIS. No further approval necessary. N/A $5, $15, Simplified Procurement/3 Bid PO School gets written quotes from three (3) vendors, then enters PO in FAMIS. No further approval necessary. N/A $ $25, Sole Vendor PO School must certify receipt of a Sole Source letter from the vendor before creating PO in FAMIS. Principal and/or Head of Office approval is required. N/A Over $15, Competitive Sealed Bid Request must be sent to Division of Contracts & Purchasing (DCP). For further information, contact the Finance Service Center (FSC) at (718) months 13

Contracted Purchase Orders Types of Contracted PO’s: > Contracted (E-Catalog): to order textbooks, computers, instructional materials, general supplies, audio visual equipment, wireless devices, New York City Leadership Academy and Internal Professional Services. > Non-List: Create a purchase order with a contracted vendor for contracted items not available in the E-Catalog. Includes sheet music, imprinted tee shirts and shorts, and more. > Professional Services: Create a purchase order for contracted professional services (i.e. professional development, curriculum development, evaluation services, student support services, counseling services). > Listing Applications: For the designated procurements of published or copyrighted library and reference materials, testing and assessments, and artistic performance of specific artists or groups, payment of admission fees to cultural institutions and other such programs. 14

Non-Contracted Purchase Orders Types of Non-Contracted PO’s for Services ONLY: > Micro Purchase/No Bids: Create an order (maximum value: $5,000.00) for a non-contracted vendor. > Simplified Procurement/3 Proposals: Create a 3-proposals order for non-contracted items. > Negotiated Services/Exception to Bid: Create an Exception to Bid order. > Competitive Grant : Create an order for approved vendors associated with awarded grants. 15

Non-Contracted Purchase Orders Types of Non-Contracted PO’s for Commodities ONLY: > Micro Purchase/No Bids: Create an order (maximum value: $250.00) for a non-contracted vendor. > Simplified Procurement/3 Proposals: Create a 3-proposals order for non-contracted items. > Sole Vendor: Create an order for items for vendor that is the sole manufacturer and sole distributor. > Competitive Grant : Create an order for approved vendors associated with awarded grants. 16

17 Types of purchase orders

ARRA/CDBG Contracts 18 NOTE: ARRA/CDBG contracts are related to contractes funded by the America Recovery and Reinvestment Act Community Development Block Grant. This list changes daily. Currently there are over 400 ARRA/CDBG Approved Contracts.

Searching E-Catalog 19

20 Preview All Commodities

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27 By A Specific Commodity

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Non-Contracted 3 Proposal Purchase Order Walkthrough 29

30 Simplified Procurement/3 Proposal Purchase Order - Commodities

31 If you mouse over each Non-Contracted option you will see a brief overview of that silo, including a threshold chart.

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42 Inquiry Functions

Vendor Inquiry 43

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45 If Vendor ID or Tax ID is unknown, select “Lookup” and the following screen will appear Enter the name of the desired vendor and select the search button.

46 Click on the Vendor’s ID number for Contract Information

47 If you select address information, a box like the example below will appear with the vendor’s contact information.

48 If you select “All contracts”, a box like the example below will appear with all contracts pertaining to this vendor. NOTE: The beginning and end dates for each contract available

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50 Open Document Inquiry

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Spending Plan Inquiry 53

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58 Document Inquiry

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Document Status 62

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76 Approval Mailbox

77 Please keep in mind that ONLY Approvers (Level 200) will have access to the Approval Mailbox.

78 If users forget their Signature, then they need to contact their CFN IT Data Specialist to reset their signature. If they just want to change their signature, they can click the little notepad.

79 Approval Tracking

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82 For ANY document type (WR, WI, WO, etc.) in which the payment check needs to have a Stop Payment and Re-Issue done, the client has two options: 1.Client can send an to The Finance Service Center (FSC) at: requesting a stop and re-issue. They need to include check number and reason for re-issue. 2.Client send a fax to the Finance Service Center (FSC) on school letterhead to request a stop and re-issue. They need to include check number and reason for re-issue. The fax number is: Stop Payment

83 Certification of Delivery Schools need to certify receipt of goods and services. They can do so two different ways. Through ‘Cert. Of Delivery’ option under ‘Purchasing/Payments’ Through ‘Document Inquiry’ screen

84 When certifying documents through the ‘Cert. Of Delivery’ option, this is what you will see. You do not need to know the document number you want to certify, you can search for documents by their status: ‘Not Received’, ‘Partially Received’, or ‘Received in Full’.

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86 It is important for documents to be certified because Central does not issue payment until orders are certified.

87 This is the ‘Receiving Report’ you will see when you click ‘Show’ on the previous screen.

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89 When you access Certification of delivery through the ‘Document Inquiry’ screen, you need to know the document number that you would like to certify. Type in the document number click ‘Inquire’, then click ‘Certify Document’.

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91 Change Notice Change Notice can only be accessed through the option under ‘Purchasing’

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94 Change Notice – Edit

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102 When you process a Change Notice that decreases the amount of the original PO, you receive a ‘WD’ document number.

103 Change Notice – Delete & Add

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108 When you process a Change Notice that increases the amount of the original PO, you receive a ‘WE’ document number.

Finance Service Center (718) Monday – Friday 8:00am – 5:00pm 109

QUESTIONS ? 110